Administrative Assistant

Synagro; Nelsonville (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Synagro is seeking an Administrative Assistant to provide secretarial and administrative support of a moderately complex and confidential nature. You will handle calls, schedule, process invoices, and coordinate across departments to ensure smooth operations.

The role requires strong written and verbal communication, discretion, and proficiency in Microsoft Office. A high school diploma and 5+ years of experience are preferred.

Qualifications

• Minimum High School Diploma or GED required.
• 5+ years Administrative Assistant experience preferred.
• Strong writing and verbal communication abilities.

Responsibilities

• Answer incoming calls and greet visitors in a professional manner.
• Perform general administrative and clerical duties.
• Review, process and track vendor invoices for payment.
• Assist with vendor invoice discrepancies.
• Enter material load information for client billing and compliance reporting.
• Track financial items impacting the project and expenses.
• Schedule meetings, travel, and events.
• Distribute mail and packages.
• Collaborate with multiple departments and prioritize tasks.
• Submit business expenses and payroll as needed.
• Track operations information and maintain office supplies.
• Serve as a brand advocate in every interaction.

Skills

Discretion

Communication skills

Interpersonal skills

Multitasking

Process oriented

Technology savvy

Basic math

Microsoft Office

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Provide secretarial and administrative support of a moderately complex and confidential nature.

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES

1. Answer incoming telephone calls and greet on-site visitors in a professional manner; assist caller by answering questions or directing call through to appropriate person
2. Perform general administrative and clerical duties
3. Review, process and track vendor invoices for payment
4. Assist with identifying and resolving vendor invoice discrepancies
5. Enter material load information utilized in client billing and state and federal compliance reporting
6. Track all financial items that impact the project including expenses, revenue, capital repairs and some inventory
7. Schedule and organize meetings, conference calls, business travel, conferences and team activities
8. Distribute and/or send mail/packages
9. Assist and communicate with various departments, with the ability to prioritize tasks assigned simultaneously by multiple departments
10. Submit business expenses and payroll as needed
11. Track operations information
12. Order, organize, and maintain office supplies and equipment
13. Serve as a brand advocate and ambassador in every interaction with clients and the public

KNOWLEDGE/SKILLS/ABILITIES

1. 1. Handle confidential and non-routine information, explain policies and know how to appropriately use discretion
2. 2. Strong written and verbal communication skills and be able to effectively communicate with all levels of personnel including executive management.
3. 3. Demonstrated strong interpersonal, problem solving and relationship building skills
4. 4. Ability to prioritize and multi-task while applying attention to detail
5. 5. Process and Systems oriented
6. 6. Ability to work in a fast-paced environmental, process work rapidly, set priorities, work under pressure and follow through with assigned tasks
7. 7. Technology savvy; knowledgeable about modern technology, proficient in Microsoft Office
8. 8. Ability to perform basic math

EDUCATION/EXPERIENCES

1. 1. Minimum High School Diploma or equivalent (GED) required
2. 2. Minimum 5 years Administrative Assistant experience preferred

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

1. 1. Talking, Hearing, Seeing, Standing, Sitting, and Walking
2. 2. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.)
3. 3. The worker may be subjected to atmospheric conditions

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all essential job functions, knowledge, skills, abilities, efforts, and physical or working conditions associated with a position.

AA/EOE/M/F/D/V

We thank all individuals for their interest in Synagro however only those selected for interviews will be contacted.